Administrative assistant

The diplomatic representation of Belgium in Stockholm is looking for a full-time multi-skilled administrative assistant Contract of 1 year (can be transformed into a contract of indefinite duration).

The Embassy of Belgium in Stockholm is Belgium's diplomatic representation to Sweden and Latvia.
We also provide consular services to Belgians within our jurisdiction.

JOB CONTENT
As a front-desk assistant, you are responsible for:
- Replying to requests from external clients (via telephone, e-mail, letters);
- Answering incoming telephone calls during office hours;
- Distributing, sorting and recording incoming and outgoing correspondence.
As an administrative assistant, you are responsible for:
- Proofreading and, if necessary, correcting documents (spelling, layout, etc.);
- Creating spreadsheets and preparing presentations;
- Searching for and keeping up-to-date information and documentation that is useful for colleagues' work;
- Managing simple instruction files (diplomatic flights, notifications to local authorities, etc.).
As the Ambassador's personal assistant, you are responsible for:
- Managing the Ambassador's agenda;
- Making contacts for the Embassy or for the Ambassador with local official bodies, other representations, private organisations, suppliers, etc.;
- Drawing up the list of participants/guests and preparing the invitations;
- Listing the equipment and services needed (premises, catering, interpreters, etc.);
- Drafting letters/verbal notes/various communications under the Ambassador's supervision;
- Preparing the minutes of internal meetings;
- Booking flights, hotels, restaurants, etc.

REQUIRED AND DESIRED COMPETENCES, AND RECRUITMENT CONDITIONS
- Languages:
Swedish: required
English: required
Dutch and/or French: desirable
- Good knowledge of MS Office;
- Knowledge of applicable regulations (e.g. in the diplomatic guides of Sweden and Latvia);
- Knowledge of relevant local legislation.

Soft skills
We are looking for a staff member who is able to work in a team, is service-oriented, flexible and reliable.
Recruitment conditions
- Education: upper secondary education or relevant experience;
- Experience in a similar position is an asset;
- In possession of a Swedish work permit or a Swedish personal number.

OUR OFFER
- A multi-faceted stable job in a small and motivated team consisting of both Belgian and international staff members;
- A full time position, working days from Monday to Friday, with flexible working hours and the possibility for telework;
- A salary defined according to a grid, corresponding to your qualifications and experience;
- 30 holidays per year, in addition to 14 closing days of the Embassy;
- Additional pension insurance;
- A fixed-term contract of 1 year, which can be transformed into a contract of indefinite duration.

SELECTION PROCEDURE
- Screening of CV's
- Job interview
- Starting date: as soon as possible